Helonic is an AI construction drawing analysis platform for teams researching submittal log guide during drawing review. A submittal log is your master record of every item that must be submitted for review and approval before construction proceeds. Done right, it prevents schedule delays and procurement surprises.
Your submittal log is a spreadsheet (or Procore/Autodesk sheet) that tracks every item requiring approval. At a minimum, each entry should include:
Know the difference between product data, shop drawings, and samples so you prepare the right document.
Contractor-prepared drawings showing how the work will be built. Examples: structural steel connection details, curtain wall assemblies, MEP coordination layouts, cabinetry elevations, custom millwork.
Shop drawings are NOT approved drawings, architect's approval means the design intent is met, but doesn't transfer responsibility from the contractor for means, methods, or constructability.
Manufacturer's technical information. Examples: concrete mix designs, mechanical equipment spec sheets, electrical panel schedules, window performance ratings, roofing material certifications.
Usually supplied by the vendor/distributor, but the general contractor compiles and submits them to prove compliance with the specifications.
Physical or digital samples of finishes, colors, and materials. Examples: paint color chips, window frame samples, tile samples, brick samples, carpet swatches.
Samples must be submitted before purchasing in bulk. Approval confirms the owner and architect accept the aesthetic and quality.
Third-party test reports and compliance documentation. Examples: fire-rated assemblies, roof wind ratings, concrete lab reports, welder certifications, equipment commissioning reports.
These prove compliance with code and specification requirements. Usually submitted toward the end of the project.
Do not guess what needs to be submitted; go through the spec book division by division.
The project specifications usually include a submittal schedule in Division 01. This is your gold standard list. Copy every item listed.
Many specs have submission requirements embedded in the text, not just in a master schedule. Example: "Concrete contractor shall submit mix design and slump test results before placing concrete." Add this to your log.
Some submittals are conditional: "If metal stud framing is used, submit stud schedule; if wood framing, submit lumber certifications." Mark these clearly so you know whether to expect them.
Some submittal requirements live in the contract, not the specs. Read the Special Conditions and Exhibit A for any requirements called out by the owner or lender.
This is where submittal logs prevent disasters. A late submittal can delay procurement, which delays installation, which delays the whole project.
Work backward from the date work must be installed:
Example: Structural steel must be installed on May 1st
Always build in a buffer. Most submittals get at least one round of comments. If your due date is March 1 and you expect a 1-week review cycle plus resubmit time, the actual submission date should be Feb 15 to May 1st installation happens on time.
Every submittal goes through a review workflow that you should track from submit to return.
GC (or subcontractor) submits to the architect/engineer. Record submission date in your log. Status: "Submitted"
Architect reviews. Expected turnaround is 3–7 business days, depending on complexity. Status: "Pending Review"
Create a new line item in your log for the resubmittal. It's a separate submission with its own dates. This matters for payment and claims, contractors are often not paid for work until submittals are approved.
Once you have entries, the critical skill is aging. Add a formula column in your spreadsheet: Days Pending = TODAY() - Submission Date
Use this to hold your architect and subs accountable:
Many schedule delays originate from slow review cycles. Your submittal log is your evidence that you pushed back and tracked delays.
A single missed submittal cascades into late procurement and delayed installation.
Structural steel shop drawings are due Feb 20. Contractor doesn't submit until March 1. Architect takes 1 week to review (now March 8). One revision required. Resubmit by March 15. Architect approves March 22. Purchase order placed March 25. Mill quote was 6-week lead time. Steel now arrives in early May instead of late March. Framing schedule slips 6 weeks. Drywall schedule slips 6 weeks. Mechanical, electrical, paint all slip. Project completion moves from November to December. That submittal cost you one month.
This is why contractors track submittals religiously and why late subs get heated phone calls.
A working submittal log template needs 13 columns: submittal number, spec section, description, type, sub or supplier, the four review dates, the A/E action code, resubmittal number, status, and lead time with a required on site date. The dates are what let you prove where a package sat and for how long.
Download the submittal log template (CSV, opens in Excel or Google Sheets). It has the header row below and one filled example line you can overwrite.
| Field | What to enter | Example |
|---|---|---|
| Submittal # | Unique number, usually the spec section plus a sequence | 08 41 13-001 |
| Spec section | CSI MasterFormat number and title that requires the submittal | 08 41 13 Aluminum-Framed Entrances and Storefronts |
| Description | What is in the package, specific enough to tell two packages apart | Storefront shop drawings, Levels 1 and 2 |
| Type | Shop drawing, product data, sample, certification, or closeout | Shop drawing |
| Sub / supplier | Company responsible for preparing the package | Summit Glazing Co. |
| Date received from sub | Date the GC received the package | 11/02/2026 |
| Date sent to A/E | Date the GC forwarded it after its own review | 11/04/2026 |
| Required return date | Date sent plus the review period in the contract | 11/18/2026 |
| A/E action code | The reviewer's stamp, as written | Revise and Resubmit |
| Date returned | Date the reviewed package came back | 11/17/2026 |
| Resubmittal # | Revision suffix when the package goes back in | 08 41 13-001.1 |
| Status | Open, With A/E, Returned, Resubmit Required, or Closed | Resubmit Required |
| Lead time / required on site | Fabrication and delivery time, and the date material must be on site | 10 weeks / 03/15/2027 |
Here is what three lines look like on a mid-rise office job. The storefront package came back marked Revise and Resubmit, so it gets a resubmittal number and stays open until the .1 package is returned.
| Submittal # | Spec section | Description | Type | Sub / supplier | Rec'd from sub | Sent to A/E | Required return | A/E action | Returned | Resub # | Status | Lead time / on site |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 03 30 00-001 | 03 30 00 | Concrete mix designs, 4,000 psi | Product data | Ridgeline Concrete | 10/06/2026 | 10/07/2026 | 10/21/2026 | No Exceptions Taken | 10/16/2026 | Closed | 2 weeks / 11/09/2026 | |
| 05 12 00-002 | 05 12 00 | Structural steel shop drawings, Level 2 framing | Shop drawing | Keystone Steel | 10/20/2026 | 10/22/2026 | 11/05/2026 | Make Corrections Noted | 11/04/2026 | Closed | 8 weeks / 01/11/2027 | |
| 08 41 13-001 | 08 41 13 | Storefront shop drawings, Levels 1 and 2 | Shop drawing | Summit Glazing Co. | 11/02/2026 | 11/04/2026 | 11/18/2026 | Revise and Resubmit | 11/17/2026 | 08 41 13-001.1 | Resubmit Required | 10 weeks / 03/15/2027 |
Set the required return date from the review period in your contract, not from habit. If the spec gives the architect 10 working days, the storefront line above is due back November 18. Sort by required on site date minus lead time to see which open packages are about to hold up procurement.
If your project runs submittals in Procore or Autodesk Construction Cloud, those tools carry most of these fields natively, and the spreadsheet is better used for a pre-bid list or a sub's own tracking. Our guide to construction submittal types covers what goes in the Type column, and Helonic submittal review checks returned packages against the drawings and specs.
Avoid missing spec items, no due dates, and logs that never age open submittals.
Related references and guides for submittals and specs.
Understand specification sections and find submittal requirements.
Navigate MasterFormat to find the right spec section quickly.
Track and document the distribution of drawings and revisions.
File submittals in a way your team can find them when needed.